Pastoral Care​/Cardiovascular Administrative Associate

Overview

The Administrative Associate is responsible for providing administrative support to the Director of Pastoral Care, Director of Cardiovascular Services, Clinical Pastoral Education (CPE) Program Manager as well as the Pastoral Care and Education Department. This position also assists in maintaining the Association of Clinical Pastoral Education (ACPE) accredited program. This position works to maintain and support processes of operation and acts as liaison with internal and external customers.

Demonstrates excellent customer service performance in that his/her attitude and actions are at all times consistent with the standards contained in the Vision, Mission and Values of Covenant Health Care and the commitment to Extraordinary Care for Every Generation.

• Prioritizes and balances competing requests between the department, the CPE Program Manager and the Director.
• Schedules interviews for resident candidates and distributes interview materials to the interview panel. Plans itinerary for resident candidate.
• Assists the CPE Program Manager with new student orientation, which includes required paperwork, distribution of keys, and set-up of various technology components (door access, Epic Haiku secure chat, SharePoint). Creates, distributes, receives, and collates information on Teams forms for CPE students.
• Assists in maintaining the CPE student files, keeping the accreditation portfolio up to date (student contact information for CPE surveys), assisting with CPE applications and recruitment, and advertisement. Updates the student handbook as needed.
• Prepares check requests for department and CPE Program expenses and keeps the records and receipts on file. Receives and deposits student fees.
• Facilitates the smooth operation of the department, which includes appointment schedules and meetings, including activities for the department staff, CPE students, duty chaplains, Eucharistic and office volunteers.
• Responsible for ensuring that sympathy cards are mailed timely. Records bi-weekly stats for the Managing for Daily Improvement (MDI) report.
• Coordinates Covenant burial services (for miscarriages) with the chaplains, including sending out the invitation letters, collecting RSVPs, preparing the name cards and typing the bulletins. This also includes ordering the wind chimes that are distributed at the service. Assembles the kits for perinatal loss which contain a blanket, certificate, and sympathy card which the chaplains use when called to a loss at Harrison and/or the Emergency Care Center.
• Liaison for pastoral referrals from nurses, pastors/community churches, patients and family members and contacts the appropriate chaplain for follow-through.
• Coordinates department coverage including the monthly schedules in Work Force Management (WFM) and Excel as well as the back-up chaplains’ schedules in Word. Collects and maintains Paid Time Off and Earned Sick Time (EST) records for residents and EST records for full-time staff, and maintains the attendance and tardy records for non-exempt employees and the CPE students. Responsible for entering shifts in WFM and monitors the system for any potential occurrences and discrepancies.
• Primary support for the Director, CPE Program Manager, staff, students, and duty chaplains. This includes answering the telephone, greeting visitors to the office, assisting the department with problem solving, and overseeing the ordering and distribution of department supplies which include office supplies, printed material, and books for the CPE program.
• Responsible to contact an ethics committee member when an ethics consult is requested.
• Schedules department, Ethics Committee, Pastoral Education Consultation Committee (PECC), and Pastoral Care Committee…